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Home My WebLink About1996-10-22 - AGENDA REPORTS - AUTHORIZING DESTRUCTION RECORD (2)AGENDA REPORT City Manager Item to be presented by: CONSENT CALENDAR DATE: October 22, 1996 SUBJECT: AUTHORIZING DESTRUCTION RESOLUTION NO. 96-130 DEPARTMENT: City Manager George Caravalho OF CERTAIN RECORDS Section 34090 of the Government Code provides a procedure whereby any City record which has served its purpose and is no longer required, may be destroyed. There are certain records retained by the City which have become eligible for destruction. The City Clerk has reviewed the retention schedule which was adopted by the City Council in September of 1993 and inactive storage for those records which are ready for destruction. A complete listof the records to be destroyed are attached to the Resolution as Exhibit A. The Department Heads, the City Attorney and the City Clerk have approved the request for destruction. RECOMMENDATION Adopt Resolution No. 96-130 and authorize the City Clerk to begin destruction of eligible City records. ATTACHME/to-e Zo fi7 , Resolution No. 96-130 s'-4� Adopted: o_ mro esxeso96-130 Agenda Iten -Z RESOLUTION NO. 96-130 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Government Code, Section 34090 et seq. Provides procedures whereby any City record which has served its purpose and is no longer required may be destroyed; NOW, THEREFORE, BE IT RESOLVED, that SECTION 1. The City Council finds that the records set forth in Exhibit A, attached hereto, are older than two years, do no affect title to real property or pending or threatened litigation, and are not original minutes, resolutions, or ordinances of the City Council or any Commission of the City; SECTION 2. The City Council finds that the City Attorney and the City Clerk have, by signing this resolution, given written consent to the destruction of said records; SECTION 3. The City Council hereby authorizes the City Clerk to destroy the City records, documents, books or papers as described in Exhibit A. PASSED, APPROVED AND ADOPTED this 22nd day of October, 1996. MAYOR ATTEST: CITY CLERK I consent to the destruction of records described in Exhibit A of this Resolution. CITY ATTORNEY STATE OF CALIFORNIA j COUNTY OF LOS ANGELES ) ss CITY OF SANTA CLARITA ) I HEREBY CERTIFY, that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 22nd day of October, 1996, by the following vote of Council: AYES: COUNCILMEMBERS NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK CITY OF SANTA CLARITA Exhibit A REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, and Community Services Recreation (Department) Page_i_of_1 ' Date: September 13, 1996 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 1 AQUATICS CLASSES FILES 2 192 1293 Course/Lesson Records SCP, VMP, VGP, NOP (3 boxes) 2 AQUATICS CORRESPONDENCE & SUBJECT FILES 2 12/91 1293 Employee Manuals (1 box) 11 CORRESPONDENCE & SUBJECT FILES 2AR 1/90 12/93 Permits for parades/svents Events/Programs (i box) 1s FACILITY BOOKING RECEIPT FILES - DUPLICATE (1 box) 2 692 12/93 prVecadmin recdestr.996 The above records are submitted for destruction in accordance with procedures outlined In the p n City of Santa Clarlta RecoM�� _Date: / i ,approved:Date: 10 2 �% `Jty, Att ey) CITY OF SANTA CLARITA Page _1_ of _1_ REQUEST FOR QQ AUTHORITY TO DESTROY OBSOLETE RECORDSP14_1 -� RECORDS OF: Date: (DepertmeM ITEM RECORD SERIES TITLE .. Total Retention Period Inclusive From Dates To QUALITY/COMMENTS /yam The above records are submitted for destruction In accordance with procedures outlined In the City of Santa CWta Records Retention Manual J �[ l —Date: _ Approved: (City_—�_ Date: �� CITY OF SANTA CLARITA Page _1_ of _ REQUEST FOR , AUTHORITY TO DESTROY OBSOLETE RECORDS !1 RECORDS OF: �i,(,6Uo Worbo • WaA manUrm E Date: 69 6 96 (Department) . Puudetth Hap&b ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS no rwa-do b0 de& -ay. The above records are submitted for destruction In accordance with procedures outlined In the City of Santa Clarlta Records Retention Manual kite: 12/1--24/01 Approved:(S22 Date: ry Att me ) Date: CITY OF SANTA CLARITA Page 1 of 1 REQUEST FOR AUTHORIT'I'+O DESTROY OBSOLETE RECORDS RECORDS OF: City Manager's Office/Personnel (Department) Date: 9/17/96 ITEM RECORD SERIES TITLE Total Retention Period Inclusive Dates QUANTITY/COMMENTS From To 10 _ Recruitment Files 2AR 1993 1993 Approved: The above records are submitted for degtmtion in accordance with Procedures outlirmd in the to Clarity Records Retention Manuel. Date: Approved: / DATE:�a��✓9 G tment Read) 11 A (City Attorney) z Date:/ Clerk) ` CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation and Community Services, Admin (Department) Page - 1_0f -1 - Date: 9/24/96 ITEM " RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITYICOMMENTS 3 Subject Files and Comespondance Files 2AR 1990 12/93 2 boxes Budget Records Contrecb/Agreaments - duplicate Correspondence Memberships 4 Correspondence • Chronological Files 2AR 1991 1993 1. box 13 Pada & Recreation Commission Files 2AR 1992 1993 1 box Agendas Minutes Orders of Adjournment Pay Vouchers Proof of Posting Dove records are submitted for destruction in accordance with procedures outlined in the ,City of Santa Clarita Records Retention Manual ]ate: �. Z %� r�Y Approved: - Date: (City At mey) CITY OF SANTA CLARITA Paye 1 of 1 REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Building & Engineering Services - Traffic Division (Department) Date: 10/96 ITEM ` RECORD SERIES TITLE Total Retention Period Inclusive Dates OLWITITY/CDMMERTS From To 17 Traffic - Correspondence & Subject Files 5 12/1/87 12/30/90 19 Traffic - Roads & Intersection Files C+5 10/1/87 12/30/90 e udmitted for destruction in m=mdm" with proceduw outlined in the City of Santa Clarita Records Retention Mama( Date: 'uR Approved: DATE: i0 ty Attorney) Date: �/�� .ANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Building & Engineering Services —Building & Safety (Department) Page of Date: 10/96 ITEM REC DS,Q�jlEl TITLE T,L, •,, I Total Retention Period Inclusive Date$ QUANTITY/CG)MENTS from To BS00032 Permit -Receipt Files C+3 6/91 8/91 Currently located at DataLOK BS00033 Permit -Receipt Files C+3 1/91 5/91 Currently located at DataLOK BS00034 Permit -Receipt Files °`' C+3 0/91 12/91 Currently located at DataLOK W I CA The above records are akkaitted for destruction in accordr:ce rith prneedxvs outtinea to ton City of Sante Clsrits Records Retention Nrasal Date: ZSR (- Approved: DATE: 1011A (C ty Attorney) Data: .ANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Building & Engineering Services — Building & Safety tDepartaent) Page 1 Date: of 1 9/23/96 ITEM 'EEG Q q.g$ TITLE r x,. Total Retention Period Incl us i ve Dates QUANTITY/COMMENTS from To 15 Code Enforcement Chron Files 2 yrs. Dec. 88 15 Code Enforcement Chron Files 2 yrs, Jan. 89 Dec. 89 15 Code Enforcement .Chron Files 2 yrs. Jan. 90 Dec. 90 15 Code Enforcement Chron Files 2 yrs. Jan. 91 Dec. 91 15 Code Enforcement Chron Files 2 yrs. an. 92 Dec. 92 15 Code Enforcement Chron Files 2 yrs. an. 93 Dec. 93 w 1 rn si Approved: Approved: The ei:ore Heard[ an submitted for destruction In accordance with procadares outlined in the City of Sante Clarke Records Retention Mensal Date:. A -g 4 Approved: DATE: (City At orney) Date: �� - CITY OF SANTA CLARITA Page _i_ of _3_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, & Community Services - PARKS Date: 9/23/96 (gin ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 9 PARK MAINTENANCE-CORRES. & SUBJECT FILES 2 12/91 11193 -PUFChasing Records 9 PARK MAINTENANCE-CORRES. & SUBJECT FILES 2 1992 1993 -Vandalism Reports 3 CORRESPONDENCE 2 1193 12193 -Clsorw4lcalFoes 13 PARK MAINTENANCE -SERVICE FILES 2 1992 1993 -Safely Inspection Records 13 PARK MAINTENANCE -SERVICE FILES 2 1990 1993 Work Orders 2 CORRESPONDENCE & SUBJECT FILES 2 1991 1992 -Budget Records The above words are submitted for destruction in accords a with rocedures outlined in the QCity of Santa Clerita Records t ntl u _ Dater y3 �/ Y Approved: - Date: 6 (CI At rney) CITY OF SANTA CLARITA Page _2_ of _3_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, & Community Services - PARKS Date: 9123/96 (DeParanent) ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 15 PROJECT FILES 2 1959 1990 Storage Box #3 -Almendra Park Purchases -Carryon Country Park 1959 1990 -Canyon Country Park Envirormenml 1957 1990 -Award -Newhall Boys & Girls Club 1989 1989 -Newhall Pod _ 1989 1959 -North Oaks Lights 1989 1990 -North Oaks Pods 1990 1990 -North Oaks Softball Field 1990 1990 -Old Orchard Park 1989 1990 -Santa Cladta Park 1989 1990 -Valencia Olen 1989 1990 -Valencia Meadows 1989 1990 . The above records are subrgitted for destnxllon H aao once with procedures outlined In the City of Santa Ciarlta Record ate ual Date: 7.2� G Approved: - Date: R 9G (CltiA rosy) pkadrnlnrdestroyf.p96 CITY OF SANTA CLARITA Page _3_ of _3_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Parks, Recreation, & Community Services- PARKS Date: 9/23/96 (Dapartnent) ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 2 PROJECT FILES 2 1/91 12/91 Storage Box 1112 -Old Orchard Park 191 12191 -Santa Cladte Pool 1/91 1291 -Valencia Glen Park 1/91 12/91. -Median Irnprovemenb 1/91 12/91 2 PROJECT FILES 2 990 12/91 Storage Box 1115 -Amendra Park 191 12/91 ' -Canyon Country Park 190 1291 -Veterans Memorial 1/90 1291 -Newhal Park 190 12/91 -North Oaks Pod 1/90 12/91 pkadminlrlesIrW_p96 above records are submitted for destruction in aocorjW with procedures oudinsd in the Clry o1 Santa GYadta Records )ale: 4. � 3 � j , Approved: Dab: (City Attomeyl Date: CITY OF SANTA CLARITA Page _t_ of _1_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: Communhty Development Date: 9/19196 r ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To QUALITY/COMMENTS 4 CORRESPONDENCE & SUBJECT FILES 2AR 1987 1991 4 FILES 2 CODE AMENDMENT FILES 2AR 1989 1991 15 FILES - ALL NOW INCORPORTATED INTO MUNICIPAL CODE 4 CORRESPONDENCE & SUBJECT FILES 2AR 1987 1992 38 FILES 4 CORRESPONDENCE & SUBJECT FILES 2AR 1986 1993 27 FILES 4 CORRESPONDENCE & SUBJECT FILES 2AR 1989 1992 16 FILES 5 CORRESPONDENCE- CHRONOLOGICAL FILES 2 1988 1989 IS FILES 5 CORRESPONDENCE - CHRONOLOGICAL FILES 2 1993 1994 24 FILES 5 CORRESPONDENCE- CHRONOLOGICAL FILES 2 1994 1995 10 FILES 5 CORRESPONDENCE - CHRONOLOGICAL FILES 2. 1993 1994 20 FILES above records are submitted for destruction in accor with procedures outlined in the /3r city of Santa garita Re72(Ci;Att �-9Cv ApprovedDam: z rney) CITY OF SANTA CLARITA Page _i_ of _i_ REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: public works/Transit (Depanmen) Date: g/19/96 ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates To DUALITY/COMMENTS No records for destruction The above records are submitted for destruction In accordance with procedures outlined In the City of Santa ClerRa Records Rater anal )ate: Approved: Date: l0 2 (City Anomey) CITY OF SANTA CLARITA REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS RECORDS OF: City Clerk's Division (Deparbnant) Date: 9/30/96 Page_1_of_i_ ITEM RECORD SERIES TITLE Total Retention Period Inclusive From Dates - To QUALITY/COMMENTS 1 Bids- Unsuccessful 2 1992 Records Mana Management Proposals- roposals- Record Series M5 2 FPPC - Statements of Economic Interest Form 730 8 1987 Record Series #30 3 FPPC- Statements of Economic Interest Form 721 8 1987 Record Series #30 4 FPPC-Statements of Economic Interest Forth 8 1987 Record Series #30 721,410,490,415,470 5 FPPC - Campaign Statements Form 490,470 8 1987 Record Series #27 6 Election Files - Nomination Papers T+4 1990 1992 Record Series #19 7 Safety Training Files - 3 1992. Record Series #55 8 Press Release Flies 2AR 1993 Record Series #48 9 Correspondence 8 Subject Files 2AR 1987 1993 Record Series #15 10 Mfg. Home Rent Stabil. Panel Elections 2 1987 1993 Record Series #39 11 City Council Minuts - Tapes - 7 -1987 1988 Record Series M 10 The above records are submitted for destruction In accordance with procedures outlined In the Cityof Santa Clartta Records r 'o en I Approv e;. -.Jb -?N Approved: Date: 4MI ant Head) (C y Af omey)